Give a worker access to their own record only

In this tutorial you give Mario Rossi, a worker registered in the project, an account to look up his own safety situation. Mario needs to see his courses, his PPE and his deadlines, without being able to change them and without seeing any other project data.

By the end, Mario will log in to 4HSE and find only his own record. The mechanism behind it is the associated user.

Before you start

• Mario Rossi is registered as a person in the project.
• You know the email address Mario will log in with, for example mario.rossi@company.com.
• You can edit Mario’s record.
• Mario’s address is not in any permission group of the project or its offices. A user in those groups also sees whatever the group allows.

1. Link the account to the person

1. Open the record of the person Mario Rossi.
2. In the Administration menu, select Associated user.
3. In E-mail, enter mario.rossi@company.com.
4. In User permission, choose User/Read.
5. Click the Save icon (a floppy disk).

The email is the key of the link: a typo creates a different account, which will never receive the invitation.

2. What happens when you save

If the address is not yet registered in 4HSE, saving creates the user in the Pending status and sends them an invitation email.

The user is not added to any group of the project or its offices. On the project their level is NA, so they cannot see the list of offices, people or suppliers. On the person Mario Rossi, on the other hand, they have the User/Read level: they can read the data but not change it.

3. Mario logs in for the first time

1. Mario opens the invitation email and follows the link.
2. He sets his password.
3. He logs in to 4HSE. From now on his user is Active.

If Mario cannot find the invitation, recreating the user does not help: see Unblock a user stuck in Pending.

The result

Mario lands on the Home, which shows him only two items:

• Dashboard, with the Person: Mario Rossi dashboard: his courses, his PPE, his deadlines;
• Scheduler, with the deadlines that concern him.

The Projects, Offices, People and Suppliers items do not appear. Mario can read his own record and cannot change it.